Administrative Regulation 9.20

ADMINISTRATIVE REGULATION:   AR: 9.20 DATE APPROVED: September 22, 2020
SUBJECT: Sole Source for Construction of Public Building or Facility ORIGINATING DEPARTMENT: Management and Budget

A.    PURPOSE:

  1. In procuring commodities and systems for a sole source for the construction, modification, alteration or repair of a public building or facility under this Administrative Regulation, the County shall comply fully with Section 255.04, Florida Statutes and Administrative Regulation.
    1. AR: 9.01 (latest revision); Purchasing Policy.
B.    POLICY:

  1. The term “sole source” means that a commodity can be purchased from multiple sources, but, in order to meet certain functional or performance requirements (repair parts, matching existing equipment or materials) there is only one economically feasible source for the purchase.
  2. Purchases of goods and/or services from a sole source may be exempted from the quoting or bidding requirements upon written demonstration that:
    1. The use is justified based on costs or interchangeability factors;
    2. The use is recommended by the project architect, engineer, or affected Department Director;
    3. The rationale for sole source is approved by the County Administrator or designee and/or Board as authorized by the Purchasing Policies.
  3. Purchases between $5,000 and $10,000
    1. Attach a sole source memo addressed to the Department/Office Director overseeing the Division when entering the requisition through the online system.
    2. The Department/Office Director/Acting Director will review the information submitted by the requesting Division and may waive the quote requirement by approving the requisition through the online system. Electronic approval by the Department/Office Director/Acting Director is required for all sole source requests submitted by a Division.
  4.  Purchases between $10,000 and $35,000
    1. Attach a sole source memo addressed to the Department of Management & Budget. Electronic approval by the Department/Office Director/Acting Director is required for all sole source requests submitted by a Division.
    2. The Department of Management & Budget will review the information submitted by the Department/Office/Division and may, with the approval of the County Administrator or his/her Designee, waive the quote requirement by approving the requisition through the online system. Electronic approval is required from the County Administrator or his/her Designee for all purchases between $10,000 and $35,000.
  5. Purchases totaling $35,000 or more
    1. Attach a sole source memo addressed to the Department of Management & Budget when entering the requisition through the online system.
    2. The request will be reviewed by the Department of Management & Budget Director and if approved will be placed on the Board of County Commissioners meeting agenda for approval. When approved by the Board of County Commissioners the bid requirement will be waived, but all other purchasing requirements will continue to apply.
    3. When entering the requisition in the online system, include the Board approval date and item number in the description.
  6. If the sole source request is not approved, the requisition will be denied through the online system. The requesting department will be notified by the denier.
  7. The sole source designation will be effective through the end of the fiscal year in which the request is approved, unless otherwise noted and approved on request.
FOOTNOTES & REFERENCES TO RELATED A.R.’s: